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AP Clerk EMEA
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Purpose of Role
Accounts Payable Clerk is responsible for processing and maintaining accurate records of the organisation's financial obligations to its suppliers and vendors. This role ensures the timely and correct handling of invoices, payments, and account reconciliations in compliance with company policies and financial regulations. The role supports smooth day-to-day operations, contributes to maintaining positive supplier relationships, and upholds the integrity of the organisation’s accounts.
Main Duties & Responsibilities
- Invoice Processing: Receive, review, and process supplier invoices for Spanish (S.A./S.L.) and Italian (S.r.l./S.p.A.) entities, verifying POs, delivery notes, and mandatory e-invoicing data received via national clearance portals (SDI in Italy, FACe / Veri*Factu in Spain).
- Payment Preparation: Assist with scheduled SEPA bank payment runs, ensuring local payment terms and statutory deadlines (e.g., Spanish Ley de Lucha contra la Morosidad) are met with proper approval sign-offs.
- Reconciliation Tasks: Reconcile vendor statements against accounting records, investigating discrepancies and ensuring all unbilled receipts or accruals are accurately captured for month-end close.
- Vendor Communication: Act as the primary point of contact for Spanish and Italian suppliers, handling payment queries professionally in local languages to foster strong vendor relations.
- Record Maintenance: Maintain organized digital archives of invoices, approvals, and payment receipts in full compliance with local statutory retention rules (AEAT in Spain, Agenzia delle Entrate in Italy).
- Compliance & Tax Accuracy: Ensure accurate application and documentation of local VAT (IVA in both Spain and Italy), checking tax identification numbers (NIF/CIF in Spain, Partita IVA/Codice Fiscale in Italy) and reverse-charge mechanics for cross-border EU transactions.
- Process Improvements: Identify opportunities to streamline AP workflows, support automation within regional e-invoicing systems, and participate in software or process upgrades.
- Cross-Functional Collaboration: Partner closely with local Procurement, Operations, and Finance teams to resolve invoice holdbacks or PO mismatches, assisting the AP Manager with ad hoc regional projects.
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Core Skills
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- Clear communication skills – ability to liaise with internal and external stakeholders
- Customer service orientation – ensuring positive interactions. Service first mentality
- Team Collaboration – working cohesively within cross-functional teams
- Issue Resolution – Proficient in identifying discrepancies, investigating root causes and resolving errors
- Process improvement mindset – Suggesting and implementing changes to improve efficiency, accuracy and service relating to processes
- Accuracy under pressure – maintaining attention to detail while managing high volumes
- Time Management – prioritisation of tasks to ensure deadlines are met
- Documentation skills – ability to accurately keep records for audit and compliance purposes
Requirements
- Fluency in written and spoken English, alongside full professional proficiency in either Spanish or Italian, is required
- Familiarity with integrated systems (AP, AR, GL and Payroll)
- Knowledge of office productivity tools (MS Office)
- Exposure to automation tools (RPA bots etc.) beneficial
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